Case Study
BBDO Group: mastering compliance and global controlling with troi
How one of the world’s most creative agency groups standardized its workflows across six brands and ensured audit-proof project management.
Systematic assurance of compliance requirements with troi
As part of the initiative to connect the BBDO agencies in 2015, the group faced the challenge of finding a tool that would not only standardize processes within the network, but also meet the high requirements of compliance. To handle these complex demands efficiently and conserve resources, the BBDO Group found a competent partner in troi.
Profile
Rainer Chabrie is responsible for the Project Management division at the BBDO Group Germany, a network of six agency brands based in Hamburg, Berlin, Düsseldorf, Frankfurt and Munich. Highly awarded, it is one of the most creative and successful agency groups worldwide. More than 1,000 specialists make well-known brands successful, some of them for over 60 years.
With troi, we were not only able to redesign our project controlling to quickly capture relevant key figures. We were also able to significantly increase the speed at which projects are processed through a standardized project and approval workflow.
Rainer Chabrie, BBDO, Project ManagerThe requirement
With the planned interconnection of the BBDO agencies in 2015, a new tool was needed to unify and standardize all processes. The software had to meet the compliance requirements of the corporate group and enable compliance management directly within the tool.
The new solution had to map the project workflow across different locations and document important processes in a compliance-compliant manner.
The solution
To implement BBDO’s requirements within the troi software, specific functionalities were analyzed in detail and integrated into the workflow based on the existing procedures and processes. Together with BBDO, standards were then defined and rolled out consistently across all process steps.
Implementation of standardized approval processes
A key process here is document approval management. Quotes, invoices and assignments must pass through a defined approval process, which is not only standardized, but above all documented. The project workflow clearly defines which role must approve which documents. In addition, quote calculations have a direct impact on revenue forecasting.
To ensure reliable reporting, modifications must be restricted after a certain point.
Protection against manipulation through field blocking
Using field blocking, certain data cannot be changed or deleted retrospectively, so entered data is protected from subsequent changes. This applies to both billable project hours and financial amounts of individual items. Because quote calculations have a direct impact on revenue forecasting, this keeps reporting reliable.
Return on investment
Implementation and testing initially took place in one of the network agencies within the BBDO Group: Interone in Hamburg. After a six-month test phase, troi was gradually rolled out to the remaining locations in 2016. This established an efficient, cross-location controlling structure, while the system ensures that all compliance guidelines are adhered to.
- Cross-location controlling
- Optimized resource planning
- Efficient reporting
Error susceptibility was eliminated, which reduced liability risks. There are clear process responsibilities and accountabilities. All decision chains are documented and can be reviewed at any time.
troi thus provides reliable system-based support to the BBDO Group in meeting all compliance requirements.
